Job summary
Unfortunately NPC does not hold a license for Visa Sponsorship and cannot progress any applications for candidates without the right to work in the UK.

Hours: 22.5 hours per week over 3 days
Salary: £14,911.59 (pro rata) per annum (£24,852.66 FTE)

Main duties of the job
To be responsible for undertaking a wide range of administrative duties and the provision of general support to the multidisciplinary team. Duties can include, but are not limited to, the processing of information and dealing with telephone calls and assisting patients as required. A more details list is included below.

To act as the central point of contact for patients, the distribution of information, messages and enquires for the clinical team, liaising with multidisciplinary team members and external agencies such as secondary care and community service providers.

About us
Norfolk Primary Care Ltd is a Community Interest Company. It was established to:

• Support and strengthen primary care and to promote and assist practices to improve quality by working with and on behalf of primary care in Norfolk.
• Help with challenges identified by practices workload, GP recruitment, sharing best practice.
• Recognise the changing nature of primary care and assist to ensure that the right level of service is provided to address the needs of the local population.
• Provide benefit to patients of primary care, the clinicians and administrators who work in it and practice organisations in Norfolk.
• Work within health systems to provide patient care in innovative and solution-focused ways.
• We offer successful candidates a supportive working environment, competitive salary, excellent working conditions and the benefits of the NHS pension scheme. Other benefits include access to NHS discounts and discounted First Bus travel.

If you are interested in working in an organisation committed to a culture of professionalism, growth, integrity, positivity and kindness then we would love to hear from you.

Job responsibilities
The following are the core responsibilities of the secretary. There may be, on occasion, a requirement to carry our other tasks. This will be dependent upon factors such as workload and staffing levels:

1. Choose & Book / ERS

• Sending referrals
• Tracking and updating referrals which include rejected, A&Gs, transferring and returned (cancelled/DNAs)
• Sending outcome and A&G to relevant clinical member of staff

2. C The Signs

• Secretaries oversee C The Signs as a cancer safety net
• Checking patients record to see if attend appointment and updating on C The Signs
• Checking the record for recent letters of the outcome and updating on C The Signs
• Sending referrals from C The Signs

3. Emails

• Action emails from patients and health care professionals which can include the below:
• Updates on referrals
• Sending A&Gs
• Coroner requests
• Solicitors
• Housing team
• Schools
• Photos to be added to record
• Private referrals
• Safeguarding
• General enquiries

4. Footfall
Footfall can include the below:

• Referral updates
• Referral requests
• General enquiries

5. Workflow
Actioning workflow documents sent to the team which include the below:

• 2WW downgrades
• Referral requests GOS18
• Further investigations

6. Tasks

• Actioning tasks sent which include sending referrals to the appropriate departments
• Dealing with urgent/2WWs first

7. Dictations

• Listening and writing up dictations which can include clinical letters, coroner and solicitor letters

8. Telephone

• Answering the admin/referral line
• Answering the bypass number which will include paramedics
• Take calls from staff on bypass number to report in sick and to pass to management team
• Make outgoing telephone calls to patients and healthcare professionals

Secondary Responsibilities
In addition to the primary responsibilities, the secretary may be request to:

• Support administrative staff, providing cover during staff absences
• Private referrals
• Updating letter templates on Sys1
• Informing staff of referral changes
• Ensuring relevant tests required have been completed or booked in
• Follow GP action to work
• Following RIP process to support admin if required
• Follow weekly work rota
• Swap info admin to cover on the delays three secretaries are in
• Attend admin meeting and training sessions within working hours
• Sending invoices
• Chasing forms/questionnaires for referrals
• Right to Choose
• Respect forms
• Allocated person to do stationary ordering
• Retinal screening processing
• Checking and keeping up to date with Teams notifications
• Undertake additional duties as may from time to time be necessary, commensurate with the post

Person Specification
Experience
Essential

• Experience of working with the general public

Desirable

• Experience of administrative duties
• Experience of working in a healthcare setting

Qualifications
Essential

• Educated to GCSE level or equivalent

Desirable

• GCSE Maths and English (C or above)
• AMSPAR Receptionist Qualification
• NVQ Level 2 in Health and Social care

Skills & Abilities
Essential

• Excellent communication skills (written and oral)
• Strong IT skills
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure
• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Desirable

• SystmOne user skills

Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.